School Field Trip
Procedural Manual
Published August 27, 2014
Somerville Public Schools – Field Trip Procedural Manual - September 8, 2014 - Page | 1
Somerville Public Schools
School Field Trip Procedural Manual
Table of Contents
INTRODUCTION & DEFINITIONS ................................................................................................................3
POLICY RELATED to FIELD TRIPS .............................................................................................................4-5
FIELD TRIP PROCEDURES
General Conditions for Student Field Trip Participation ..................................................................................... 6
General Conditions for Field Trip Approval ......................................................................................................... 7
Field Trip Timeline & Checklist ............................................................................................................................ 8
Authority to Approve/Disapprove Field Trips ................................................................................................ 9-10
Medical Guidelines for Field Trips ................................................................................................................ 11-12
Communication with Parents/Guardians .......................................................................................................... 13
Communication By, Between and With Students on Trips ............................................................................... 13
Permission, Consent and Release Forms........................................................................................................... 14
Supervision and Chaperones ............................................................................................................................ 15
Student Conduct during Field Trips ................................................................................................................... 15
Transportation, Lodging and Scheduling ........................................................................................................... 16
Trips Run by Outside Independent School Trip Operators ............................................................................... 16
FORMS
In-State Day Field Trip Form .............................................................................................................................. 17
Out-of-State Day Field Trip Form ...................................................................................................................... 18
Overnight/International Field Trip Form ........................................................................................................... 19
Field Trip Permission Slip................................................................................................................................... 20
Student Medical/Medication Information and Permission Form ..................................................................... 21
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INTRODUCTION
School-sponsored field trips can be a valuable supplement to a student’s educational experience. Trips should
be a natural outgrowth of the instructional program, and the trip planning process should be as much of an
educational process for the students as the trip itself. The purpose of this School Field Trip Manual is to assist
Somerville Public Schools staff members when planning a field trip; to ensure a safe and positive off-site
learning experience for students, and a positive experience for staff members and volunteers, that meets the
educational and/or programmatic goals of the trip.
It is the responsibility of the teacher or trip organizer to discuss the possibilities of a field trip with the building
principal prior to submitting a formal request. Trips must be coordinated to be an outgrowth of the
instructional or enrichment program, and directly related to the program curriculum.
School-sponsored field trips are considered to be an extension of the school day with students, teachers and
chaperones serving as ambassadors for their school and the District. As such, students, teachers and
chaperones are expected to conduct themselves according to standards of behavior that comply with school
and District rules, contribute to individual and group safety, secure maximum educational benefits, and
maintain positive public relations about SPS students, schools, and District.
DEFINITIONS
Field Trips:
 Academic field trips include all off-campus trips that are organized as part of the class curriculum, and
which occur during regular school day hours. Academic field trips must include pre- and postinstructional activities and/or assessment. Full class participation is expected. Provision for a
comparable instructional experience during the school day must be made for students unable to
attend the academic field trip.
 Extracurricular field trips are off-campus trips organized by a school sponsored club or group.
Participation is optional and voluntary. Extracurricular field trips must offer an educational benefit
consistent with the club or group’s focus and can occur during the regular school day with the
approval of the school Principal or Headmaster, or after regular school hours.
 Interscholastic field trips are in-district or out-of-district off-campus trips in which students participate
as representatives of the Somerville Public Schools, including but not limited to, athletics,
cheerleading, and the performing arts. Interscholastic field trips can occur during the regular school
day with the approval of the school Principal or Headmaster, or after regular school hours.
 Day field trips are academic, extracurricular, or interscholastic field trips which do not require a
student to stay overnight away from home. Day field trips may be In-State or Out-of-State and
appropriate field trip procedures must be followed for each.
 Overnight field trips are academic, extracurricular, or interscholastic field trips which require a
student to stay overnight away from home. The procedures for planning and approving overnight trips
apply. Overnight trips may include travel within Massachusetts, in other states, and internationally.
Require School Committee approval.
 In-State field trips are day or overnight academic, extracurricular, or interscholastic field trips that
occur entirely within Massachusetts.
 Out-of-State field trips are day or overnight academic, extracurricular, or interscholastic field trips
that occur partially or entirely outside of Massachusetts, including international trips. Require School
Committee approval.
Chaperone. A person age 18 or older, other than a teacher, instructional assistant, or coach, who
accompanies and supervises students on a field trip. A current, satisfactory Criminal Offender Record
Information (CORI) check is required of all chaperones.
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POLICY Related to FIELD TRIPS
File: IJOA FIELD TRIPS
The School Committee recognizes that firsthand learning experiences provided by field trips are an effective
and worthwhile means of learning. It is the desire of the School Committee to encourage field trips as part of
the total school program and curriculum.
Specific guidelines and appropriate administrative procedures shall be developed to screen, approve, and
evaluate trips and to ensure that all reasonable steps are taken for the safety of the participants. Said
guidelines and procedures should be developed by the Administration and reviewed and approved by the
School Committee.
These guidelines and appropriate administrative procedures shall ensure that all field trips have the approval
of the Principal and that all overnight and out of state field trips have the prior approval of by the School
Committee.
Field trips can bring the school and the community closer together, which can result in experiences that enrich
the curriculum for students and also bring about better public relations. The School Committee encourages
field trips as an integral part of the instructional programs in the schools.
The Superintendent will establish procedures and protocols to assure that:
1. All students have parental/guardian permission for trips.
2. All trips are properly supervised.
3. All safety precautions are observed.
4. All trips contribute substantially to the educational program.
The Superintendent is responsible for the production, distribution and updating of a field trip handbook which
contains the procedures and protocols for all field trips.
All out-of-state or overnight trips and excursions must have advance approval of the School Committee with
forms being submitted at least six weeks in advance of the trip. Fundraising activities for such trips will be
subject to approval by the appropriate Administrator.
LATE NIGHT & OVERNIGHT SCHOOL SPONSORED STUDENT TRAVEL
1. Overview of the Law on Late Night & Overnight School Sponsored Student Travel
Chapter 346 of the Acts of 2002, An Act Relative to Safety of School Sponsored Travel, was enacted on
October 9, 2002. The purpose of the policy below, adopted by the Board of Education, is to assist
school committees in adopting their own policies concerning planned late night or overnight student
travel as required by section 37N of chapter 71 of the General Laws. Chapter 346 of the Acts of 2002
mandates that each school committee shall establish its initial policy under section 37N of chapter 71
of the General Laws not later than January 7, 2005.
Section 37N. Each school committee shall establish a policy concerning student travel sponsored by a
school that is planned to occur between the hours of midnight and 6:00 a.m., or that will include an
overnight stay away from a student’s home. The policy shall address, but not be limited to, such
issues as safety of transportation and accommodations, cost, including expectations for fundraising by
students, time away from school, appropriateness of the trip for the grade level and the trip approval
process. In adopting its policy, the school committee shall consider the policy drafted by the board of
education under section 1B of chapter 69.
2. How to Implement the Law on Late Night & Overnight School Sponsored Student Travel
Many districts already have policies in place regarding field trips and other off-site activities that can
Somerville Public Schools – Field Trip Procedural Manual - September 8, 2014 - Page | 4
form the basis for the policy mandated under section 37N. These existing policies should be reviewed,
and amended, if needed, after consideration of the policy below. The points enumerated in the
Board’s policy are not mandatory; school committees should take into account local needs and
preferences in adopting their own policies on trips planned to include late night and overnight travel.
School committee members are strongly encouraged to consult with legal counsel as they revise their
existing policies and develop new ones.
3. Policy (adopted by the Somerville School Committee, December 4, 2003)
A. Trip Approval Process
1. School committees should require advance approval for trips planned to include late
night or overnight travel.
2. The approval process should be completed prior to engaging students in fundraising
activities or other preparations for the trip.
3. Overnight trips should offer significant educational benefits to students that clearly
justify the time and expense of the trip. Such trips should be appropriate for the grade
level.
4. Teachers and other school staff should be prohibited from soliciting privately run trips
through the school system. The trip approval process should apply only to schoolsanctioned trips; school committees should not approve trips that are privately organized
and run without school sanctioning.
5. Policies and procedures for trip approval should take into account all logistical details
involving transportation, accommodations, fundraising required of students, and the
educational value of the trip in relation to its costs.
B. Transportation
1. The use of private vehicles for trips planned to include late night or overnight student
travel is prohibited. Such trips should generally use commercial motor coaches or school
owned vehicles driven by school employees.
2. Trips planned to include late night or overnight student travel should involve pre-trip
checks of companies, drivers, and vehicles.
3. The contract with the carrier should prohibit the use of a subcontractor unless sufficient
notice is given to the district to allow verification of the subcontractor’s qualifications.
C. Trip Scheduling
1. Whenever possible, overnight trips should be scheduled on weekends or during school
vacations to minimize lost classroom time. Non-academic field trips are considered
“optional school programs” and do not count toward meeting structured learning time
requirements under 603 CMR 27.00. However, academic field trips may be considered
structured learning time (see the Department’s Student Learning Time Regulations
Guide). School districts may consider travel for field trips as included in students’
schedules, but the Department recommends that schools consider scheduling additional
structured learning time when significant travel time is anticipated (i.e., time outside the
hours of the regular school day).
2. If substantially all members of a class are participating in a trip, the school should provide
appropriate substitute activities for any students not participating.
D. Fundraising
1. The amount of time to be devoted to fundraising should be reasonable and
commensurate with students’ obligations for homework, after-school activities, and jobs.
2. Group fundraising activities are preferred. Students should not be assigned individual
fundraising targets.
3. If students are charged individual fees for participation, the district should make every
effort to provide scholarships where needed.
Approved: December 4, 2003
Reviewed: May 2009
Amended: August 25, 2014
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GENERAL CONDITIONS for STUDENT PARTICIPATION in a FIELD TRIP
Students must be in good standing in order to participate in school-sponsored field trips. All students are
expected to abide by the school discipline code and demonstrate consistent appropriate behavior in their
interactions with teachers, staff members, and fellow students at all times. In order to participate in a
school-sponsored field trip, student must:
 submit a completed Field Trip Permission slip signed by their parent/guardian, by the required due date;
 for Overnight and Out-of-Country field trips, submit a completed Student Medical/Medication Form
signed by their parent/guardian, by the required due date;
 consistently demonstrate behavior that meets reasonable standards during the school year up to the
actual date of the trip. Students not meeting this condition will not be permitted to go on the field trip.
Their parents/guardians will be notified that the student is unable to go on the field trip, and of
alternate arrangements for in-school instruction. Suitable arrangements must be made to provide inschool instruction to students who do not choose to attend. Teachers/trip organizers are responsible for
making these arrangements and notifying the building Principal.
 With the approval of the building Principal/Headmaster and the Student Services Director, a student
who has previously committed a serious disciplinary violation or behaved unacceptably but has since
consistently demonstrated good evidence of improved behavior and dependability, may have the
opportunity to participate in a school-sponsored field trip.
The conditions noted above for student participation in a field trip are mandatory with respect to each trip.
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GENERAL CONDITIONS FOR FIELD TRIP APPROVAL
Planning the Trip:
 Use the Field Trip Timeline/Checklist included in this manual as a planning guide.
 Field trips must be connected to the curriculum, and used as an extension of classroom learning in a
standards-based environment. Instructional objectives of the field trip should be clearly outlined, and
tied to pre- and post-trip activities.
 The field trip planner should carefully research the planned destination before the decision-making
begins. Planners are urged to isit the site beforehand, if possible, to assist in the field trip planning.
 In order to maximize the learning for students and provide opportunities for leadership, students should
be involved in the trip planning process to the extent possible..
 Understand and be aware of all the trip details before finalizing a trip; have a plan for sharing this
information in advance with students and parents/guardians. Details should include number of students
to number of teaches/chaperones, availability of lavatories, refreshment facilities, accessibility, costs
associated with trip, emergency contact information, emergency medical services available. These
should all be considered for inclusion in a notice to be given to each student and discussed fully in each
participating class prior to the trip.
 Set and discuss rules of behavior and specific facts about the place to be visited.
 Understand goals of the visit as well as follow-up activities and expectations; discuss with students and
share with parents/guardians. Field trips should be directly relevant to the instructional program.
Only field trips meeting the following conditions will be approved. The trip organizer must ensure that:
 Trips are age-level appropriate.
 Trips are reasonable in terms of time, distance and cost.
 No student is denied the opportunity to participate in an academic field trip because of the inability to
pay. Costs associated with an optional/voluntary extracurricular field trip will be the responsibility of
the individual student/family. Where appropriate, fund raising should be organized to help defray costs.
All fundraising must be done in compliance and accordance with SPS school policies.
 Overnight Trips and Extracurricular field trips should occur during non-school time.
 Trips are not scheduled during the MCAS or other standardized examination periods for students taking
those exams.
 Trips are planned with the utmost consideration of student safety which includes, without limitation, an
appropriate number of adult chaperones, all of whom have approved Criminal Offender Record
Information (CORI) checks on file with the Superintendent.
 There is adequate supervision on the field trip, with minimal impact on other classes because of the
number of teachers missing classes due to chaperoning.
 Provisions have been made for medical emergencies, including attending medical personnel, when
necessary. School nurses should be involved in the trip planning process.
 When school bus transportation is required, the school district’s regular transportation contractor is to
be utilized, if available. If the school district’s regular transportation carrier is not available, the trip
organizer should work with the District Director of Finance to ensure an appropriate alternate carrier.
 Should an emergency situation occur, the trip organizer is responsible for notifying the Principal by
telephone as soon as possible.
 Helmets are required for bicycle and ski/snowboard trips.
 Trip cancellation insurance must be made available for all multiple day out-of-state trips and
international travel.
 Mandated insurance coverage requirements must be met before the field trip can be approved.
 No financial commitments are to be made until the Field Trip Approval form is returned with all required
signatures.
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FIELD TRIP TIMELINE / CHECKLIST
( and indicate date when completed)
 Read School Field Trip Manual
Date ___________________________
 Completed and submitted appropriate Field Trip Form (In-State Day Field Trip Form, Out-of-State Day
Field Trip Form, Overnight Field Trip Form) with all required information for review and approval within
the designated timeline. (See Timeline chart below.)
Date _______________________
 Had School Nurse review field trip medical needs; obtained signature from School Nurse on appropriate
Field Trip Form.
Date _______________________
 Received copy of approved Field Trip Form with all required signatures. Date _______________________
 Obtained completed and signed Field Trip Permission Slips from all students.
Date _______________________
 Obtained completed and signed Medical/Medication Information and Permission Form from all students.
(Required for all Overnight Trips)
Date _______________________
 Provided all parents/guardians written notification of field trip details. Date _______________________
School Field Trip Timeline
Type of Field Trip
In-State Day Field Trip
Out-of-State Day Field Trip
Overnight Field Trip
Submit to
Principal/Administrator
for Approval
At least 3 weeks prior
to field trip
At least 6 weeks prior
to field trip
At least 6 weeks prior
to field trip
Submit to Asst.
Superintendent, CIA
for Approval
At least 3 weeks prior
to field trip
At least 6 weeks prior
to field trip
At least 6 weeks prior
to field trip
Have School Nurse
Review for Medical
Needs/Obtain School
Nurse Signature
At least 72 hours prior
to field trip
At least 30 days prior to
field trip
At least 30 days prior to
field trip
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AUTHORITY TO APPROVE/DISAPPROVE FIELD TRIPS






All school-sponsored In-State Day Field Trips must receive prior recommendation of the
Principal/Headmaster and Department Head, if applicable, and the approval of the
AssistantSuperintendent for Curriculum, Instruction and Assessment. The appropriate In-State Day Field
Trip Form must be completed and submitted for approval to the Asst. Superintendent at least three (3)
weeks in advance.
All school-sponsored Out-of-State Day Field Trips must receive prior recommendation of the
Principal/Headmaster and Department Head, if applicable, and the approval of the Assistant
Superintendent for Curriculum, Instruction and Assessment as well as the Superintendent of Schools
(following School Committee approval). The appropriate Out-of-State Day Field Trip Form must be
completed and submitted for approval to the Assistant Superintendent at least six (6) weeks in advance.
All school-sponsored Overnight Field Trips (including International Trips) must receive prior
recommendation of the Department Head and Principal/Headmaster, and the approval of the Assistant
Superintendent for Curriculum, Instruction and Assessment as well as the Superintendent of Schools
(following School Committee approval). The appropriate Out-of-State Day Field Trip Form must be
completed and submitted for approval to the Assistant Superintendent at least six (6) weeks in advance.
The approval process must be completed prior to engaging students in fundraising activities or other
preparations for the trip.
The Superintendent of Schools reserves the right (a) to cancel trips up to departure, and (b) to recall
trips in progress, if they believe there are national and/or international conditions that pose potential
danger to students or any other reason deemed appropriate by the Superintendent of Schools.
The Superintendent will alert the School Committee to final deadlines regarding required commitment
of funds if there are national/international events/situations which may require the Superintendent to
cancel or recall a trip due to safety concerns or other reasons.
Field Trip Approval Criteria
The table below lists the terms used for trips of various types and the approval required. Note that out-ofstate travel requires School Committee approval regardless of the trip length. In no case will a trip exceeding
five school days be approved.
Principal/
Dept. Head
Sup’t./
Designee
X
X
X
X
Extended Day Trip –extending beyond the school or program day but
returning prior to midnight.
Academic
Non-Academic
X
X
X
X
Overnight Trip –involves overnight travel and/or an overnight stay.
Academic
Non-Academic
X
X
X
X
X
X
Out-of-State Trip – involves travel outside of Massachusetts, whether a
day trip or an overnight trip.
Academic
Non-Academic
X
X
X
X
X
X
X
X
X
Trip Length
Day Trip –takes place during school day hours, or during regular program
hours.
Academic
Non-Academic
SC
International Trip –outside of the United States.
Academic
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Non-Academic
X
X
X
APPROVAL DOCUMENTATION – for ALL school-related field trips
 The appropriate Field Trip Form (In-State Day Field Trip, Out-of-State Day Field Trip, Overnight Field
Trip) must be submitted for field trip approval by the appropriate authority as specified in this
procedural manual within the required timeline in order for the field trip to receive consideration for
approval. All forms required for field trip approval must be completely filled out. All requested
information must be provided in writing.
 Satisfactory Criminal Offender Record Information (CORI) check of all chaperones is required and a
current CORI must be on file in the Superintendent’s Office. All chaperones must be listed on the Field
Trip Form and updated when chaperones change.
Additional Documentation Requirements for Overnight/International Field Trips
In addition to the information requested on the appropriate Field Trip Form, Overnight/International trip
organizers must also provide the following information:
 Description of arrangements for meals and lodging.
 Description of security features for transportation and accommodations.
 Draft copy of any contract and refund policies associated with the trip.
 Draft copy of the letters or notices to be sent to parents and guardians referencing the specifics of the
trip including all of the above and any rules specific to the trip which are in addition to the Somerville
Public Schools conduct policies, student handbook rules or regulations, and the MA Interscholastic
Athletic Association (MIAA) rules and regulations.
 International trips must include a printout of the State Department Travel Advisory and Homeland
Security Alert Status for all countries to be visited. For international field trips, the trip organizer will
provide parents/guardians a copy of the State Department travel advisory and Homeland Security
Alert Status for all countries to be visited.
- Additional information may be requested from the appropriate authority prior to making a decision.
- Should external circumstances change after the initial trip approval, detailed modifications to the relevant
approval documentation (see above) will be required.
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MEDICAL GUIDELINES for FIELD TRIPS
STAFF Medical Guidelines for Field Trips
In order to Plan a field trip that is safe for EVERY child in your class, strict adherence to the following
guidelines will help to ensure the health and safety of all students. For all in-state day field trips, the school
nurse must be notified at least 72 hours prior to the trip. For all overnight, out-of-state or out-of-country
field trips, the school nurse must be notified at least 30 days in advance. The school nurse is available for
consultation and will assist in the planning of all field trips.
In some cases, a physician’s recommendation may be necessary to ensure that it is safe for a particular child
with a special medical need to attend a trip. This is based on the distance or time from an Emergency
response, severity of medical need and risk to student’s safety. If you have any concerns regarding the
appropriateness of a particular trip for a student, please consult with your school nurse.
A parent/guardian of a child with a special medical need may volunteer to attend a field trip to provide the
care that their child will need. This should be strongly supported because there is no guarantee that a nurse
will be available. We are obliged to provide safe and equal access to all field trips for all students.
NO NUT OR PEANUT snacks may be eaten on the bus. It is best to restrict eating on the bus when possible
(i.e. a bus trip that lasts less than 2-3 hours). Water should be the beverage of choice unless there is a medical
contraindication for specific student’s health needs. A cell phone must accompany each trip.
Day Field Trip
1. Notify the school nurse at least 72 hours in advance. If a nurse is needed to attend then a 2 week
notice is necessary.
2. Bring a list of parents’ and emergency contact phone numbers.
3. Bring your special needs list for your class or grade.
4. In your communication with parents, encourage the parent to send inhalers for any child who is at
risk. The School Nurse will provide the appropriate students with any inhaler that has been prescribed
to them by the parent/physician.
5. Check with the school nurse regarding any procedures or daily and emergency medications. The
School Nurse will prepare an individual dose and delegate the administration to a staff member. No
student requiring an Epi-pen may attend a field trip unless the parent/guardian has provided a current
Epi-pen and a Care Plan including physician orders for administration. There must be a trained staff
member on the trip to administer the Epi-pen if indicated.
 If an Epi-pen is administered, it is protocol to immediately call 911 and have the student
transported to the nearest emergency room for follow up care.
6. Request a first aid kit from the school nurse; make sure the school nurse knows where you are going,
so she/he will prepare an appropriate kit.
Overnight Trip/Out-of-Country Trip
1. Please notify the school nurse and involve him/her in planning for medical needs as soon as you are
aware of a trip, but at least 30 days in advance.
2. Send home the Overnight/Out of Country Student Medical/Medication Information Form (a copy of
which is included in this manual), at least 3 weeks but not more than 30 days in advance of the trip to
ensure that information is current.
3. Designate a chaperone on each bus that is Epi-pen trained and comfortable managing first aid and
monitoring of medications.
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4. A teacher or chaperone that is a medical professional should meet with the nurse to discuss special
needs list, medications and first aid supplies. A non-staff/non-medical chaperone should not assume
this responsibility due to confidentiality issues.
5. Within 48 hours of departure, the designated medical professional teacher or chaperone should meet
with the school nurse to pick up first aid supplies and medications.
6. Generally, students going on overnight trips are old enough to carry their own “emergency”
medications i.e. inhalers and Epi-pen. The school nurse will determine that designation.
NOTE: All supervisors/chaperones need to be apprised of the above information, and there needs to
be redundancy in possessing information; electronic access is accepted.
If a student may participate safely only with a nurse in attendance, arrangements must be made before the
trip is planned to be sure a nurse is available to attend.
OVERNIGHT/ OUT-OF-COUNTRY FIELD TRIP MEDICATION PROCEDURE
Please note the following procedures for the administration of medication on overnight field trips. It is
required that the procedures be followed as outlined below. Only essential and approved medication should
accompany a student on a field trip.
1. If a child must take daily medication:
The parent/guardian will bring the medication to the school nurse in a clearly marked pharmacy container
with the original Pharmacy label, along with small baggies that have the labels on them. If more than one
day’s supply is needed the school nurse will assist with organizing daily medication doses marked baggies
which are to include Student’s Name, Medication, dosage, date, and time of administration. NOTE: please
be sure the parent/guardian completes the attached prescription medication form including side effects of
any medications a child will receive while on this field trip.
Oral medications, for the overnight field trip, will be stored with a designated staff person. A child will
come to the staff person and they will self-medicate from the envelope which has one dose of medication
in it. The staff person will remind the child when it is time for the student to take his/her own medication
from the envelope. Parents/guardians should be sure that their child understands this procedure.
2. If a child needs to take Tylenol/or Ibuprofen for discomfort, the parent/guardian must prepare doses for
him/her and provide them to the school nurse for review protocol; students are not allowed to carry any
drugs while on an overnight field trip. Each separate dose must be prepared by a parent/guardian and
clearly marked in a small envelope/baggie with instructions as to why and when it may be administered.
This medication will also be stored with a staff person and the child should come to the staff person if
medication is needed. (Aspirin is contraindicated for children unless ordered by a physician.)
Parents/guardians should check in with the school nurse within one week after the trip to pick up any
unused doses.
3. If a child usually carries an inhaler for asthma or allergies, parents/guardians must be sure that it is up to
date and that it has sufficient medication in it. The child may keep all inhaled and topical medications on
his/her person if developmentally appropriate as determined after school nurse consultation.
4. If the child has a known severe allergy and has an Epi-pen prescribed, parents/guardians must send it to
school with any other medications their child will need. The Epi-pen will be returned to the parent/
guardian after the trip if unused. Please check expiration dates. If parents/guardians are unable to send
Epi-pens from home – they should contact the school nurse upon receipt of the Student
Medical/Medication Information Form.
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COMMUNICATION Related to FIELD TRIPS
Communication with Parents/Guardians
Communication with parents/guardians and school administration throughout the field trip process is a key
component in creating a positive learning experience for students and their families.
Once the field trip has been approved, all parents/guardians and school administration should be provided
with a written document outlining trip details. This document should include: transportation schedule
(departure time/location and return time/location), name and location of field trip site, emergency contact
information, list of chaperones, student behavioral and communication expectations during field trip,
objectives, on-site/post-trip activities, and any other pertinent information that will assist in ensuring a safe
and positive learning experience.
The Field Trip Permission Slip (included in this manual) should be filled out completely prior to being sent
home for a parent’s/guardian’s signature.
Communication By, Between and with Students on Trips
The field trip coordinator(s) are expected to address communication expectations during a field trip with
participating students prior to the field trip. Clear expectations should be outlined regarding the use of any
electronic communication by and between students, chaperones and teachers before, during and following
the field trip, including whether photographs or videos may be taken and/or shared during the field trip.
Teachers taking photos for educational or promotional purposes must ensure that the appropriate Photo
Release approval has been obtained from the student’s parent/guardian. The Field Trip Permission Slip
includes (a copy of which is included in this manual) includes a Photo Release sign-off.
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PERMISSION, CONSENT and RELEASE FORMS
Any student going on a school-sponsored field trip must submit a properly completed and signed “Field Trip
Permission Form.” Students participating in Overnight/International Field Trips must also submit a properly
completed and signed “Student Medical/Medication Information” form prior to students engaging in
fundraising activities or other preparations for the trip. This form must be signed by the student (if
appropriate) and the student’s parent or legal guardian.
For athletic teams or other extracurricular school groups that routinely travel as part of their activities, the
student (if appropriate) and the student’s parents/guardians may submit one consent/release form to cover
all events for the season.
Cancellation of Field Trips:
By signing the permission, consent and release forms, the student (if appropriate) and parents/legal guardians
affirm that he/she/they have approved the participation of their child in the school-sponsored academic or
extracurricular field trip with full knowledge that:
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The Superintendent reserves the right to cancel a trip up to the departure date or to recall a trip in
progress if national and/or international conditions so warrant or if security and safety concerns over
which the SPS had no control render it appropriate to cancel the trip. The Superintendent will take the
following criteria into consideration when making its decision: (a) U.S. Department of State Travel
Advisory; (b) Homeland Security Advisory (alert status); and/or (c) Declaration of War or armed conflict.
Additionally, the critical judgment of the Superintendent, with input from the Principal/Headmaster and
trip organizer, will be taken into consideration.
In such event that a trip must be cancelled, school officials will make a reasonable effort to obtain a
refund of monies paid by students and parents. However, such refunds are not guaranteed. The student
and parents understand that he/she/they may lose any and/or all of the funds he/she/they have
expended for the voluntary trip. Trip insurance is required for all multiple day out-of-state trips and
international travel.
The Superintendent will alert the School Committee to final deadlines regarding required commitment
of funds if there are national/international events/conditions/situations which might make the
Superintendent cancel or recall a trip due to safety concerns or other reasons.
The School Committee, and its officers, agents, and employees shall be forever held harmless for
remuneration of any and/or all costs associated with this voluntary trip.
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SUPERVISION and CHAPERONES
Trip organizers should recognize that the larger the group involved, the more difficult the challenge of
managing it. The following should be considered in planning and executing a trip:
 All chaperones are required to have a current CORI on file in the Superintendent’s Office.
 A definite number of chaperones should be agreed upon and required for each field trip. At no time
should the student-to-chaperone ratio be more than 10 students to 1 chaperone.
 The proper number of chaperones must be secured well before the trip, and chaperones must be
listed by name on the appropriate Field Trip Form submitted for approval and updated when
chaperones change.
 Chaperones other than professional staff and student teachers, must be at least 18 years old. This
requirement applies also to brothers, sisters, and other relatives of student participants who are
serving as chaperones.
 Only chaperones and students are allowed to participate in the field trips. Parents and other adults are
not to be accompanied by young family members requiring substantial supervision since the
chaperone’s full attention should be given to the students participating in the field trip.
 Non-teacher chaperones are expected to assist in maintaining appropriate student conduct, and to
accept responsibility under the direct supervision of the teacher.
 Specific students may be assigned to a specific chaperone, to ensure the students’ safety and a
positive off-site learning experience.
 Safety must always be an overriding concern in determining supervision during a field trip, and what
field trip control measures are needed.
STUDENT CONDUCT DURING FIELD TRIPS
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All Somerville Public Schools Policies related to Student Behavior, Student Handbook rules and
regulations, MA Interscholastic Athletic Association (MIAA) rules and regulations, and specific trip rules
as identified by the trip organizer or trip planning committee regarding student conduct will apply and
be in effect at all times for all academic and extracurricular field trips.
If a student violates any Somerville Public Schools student conduct policies, student handbook rules or
regulations, MA Interscholastic Athletic Association (MIAA) rules and regulations, or specific trip rules, or
otherwise misbehaves while on a field trip, the student will, if the behavior warrants, be immediately
suspended from the field trip and sent back to school or home, as appropriate, by the trip organizer at
the parent’s/guardian’s expense. In addition to being sent home, the individual will be subject to the
consequences for the action/infraction upon his/her return to school as defined by the aforementioned
student conduct policies, student handbook rules and regulations, and MA Interscholastic Athletic
Association (MIAA) rules and regulations.
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TRANSPORTATION, LODGING, AND SCHEDULING
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The use of private vans and automobiles for school-sponsored field trips is not permitted except in rare
cases with prior approval in writing of the Superintendent and parents/guardians. Such trips will use
commercial vans or motor coaches and employ professional licensed drivers. Emergency situations may
be approved by the Superintendent or his designee.
When school bus transportation is required, the school district’s regular transportation contractor is to
be utilized, if available. If the school district’s regular transportation carrier is not available, only
contractors licensed for passenger transportation by the Federal Motor Carrier Safety Administration
(FMCSA) or the Department of Defense’s approved list of motor carriers may be used. Carriers with an
FMCSA or Department of Defense safety rating of “conditional” or “unsatisfactory” cannot be used.
FMCSA carrier ratings are available online at http://www.safer.fmcsa.gov or by calling 703.280.4001 and
providing the carrier’s D.O.T. identification number. Department of Defense carrier rating is available
online at http://www.mtmc.army.mil/content/504/approvedlist.pdf. Appropriate District procurement
procedures must be followed in order to obtain bus transportation. Contact the District Finance Office
for assistance.
Any contract with a private carrier must prohibit the use of subcontractors unless approved by the
Superintendent or designee. The Superintendent or designee shall not approve use of any subcontractor
unless the subcontractor meets the criteria referenced above.
Overnight accommodations at all hotels, motels, or other lodging, with established rules and regulations
to ensure student well-being, should be made in advance with student safety and security in mind.
Overnight accommodations should be made with careful attention to student safety and adequate,
appropriate supervision, without infringing on student privacy. At no time should an individual student
be assigned to a room with one chaperone without expressed written permission from the student’s
parent/guardian and the Superintendent of Schools.
Whenever possible, the trip schedulers should avoid planning student travel between the hours of
midnight and 6 a.m., due to the increased risk of vehicular accidents during this time period.
Trip itineraries must leave enough time for drivers to rest in conformity with federal hour-of-service
requirements and common sense. If a planned trip exceeds ten (10) consecutive hours of driving, a
second driver must be utilized or the driver must be off duty for eight (8) consecutive hours before
driving again.
TRIPS RUN BY OUTSIDE, INDEPENDENT OPERATORS
Field trips coordinated by outside, independent operators must follow the same procedures outlined in this
manual and must be in compliance with appropriate Massachusetts and Somerville Public Schools field trip
policies, handbooks and regulations. Field trip planning must be coordinated in partnership with a designated
staff member overseeing said field trip to ensure that all proper procedures are followed, and that appropriate
documentation is completed. The designated staff member overseeing the field trip must ensure that outside,
independent operator is reputable by checking in with MA Attorney General’s Office of Fair Labor and
Business Bureau and must also obtain documentation of insurance compliance by independent operator.
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Somerville Public Schools
FIELD TRIP PERMISSION SLIP
Today’s Date: ____________________
Name of School _________________________________________
___________________________________________ has scheduled a field trip. We are requesting your
(Name of Class)
permission for your child to participate in this trip.
Date of Trip _______________________________________________
Location of Trip____________________________________________
School Staff Member Organizing Trip __________________________
Method of Travel ________________
Departure Time _________________
Return Time ____________________
*Please make sure your child is dressed appropriately for the weather.
To give permission for your child to attend this field trip, please complete, sign and return the lower portion of
this form to (class teacher name): ________________________________ by (date): ____________________ .
(Keep the top half of this form for your information.)
----------------------------------------------------------------------------------------------------------------------------------------------------------------------(Cut along dotted line and return this half by the date noted above.)
Student’s Name (please print): ________________________________________________________________
(Last Name)
(First Name)
I, ____________________________________, parent/guardian of ________________________________ give
permission to my son/daughter to attend the following field trip:
Date(s) of Field Trip: _____________________ Location of Field Trip: _______________________________
I understand that my son/daughter is expected to follow all the school rules and regulations as outlined in our
School Committee Policies or School Student Conduct rules. I also understand that my son/daughter is
expected to adhere to specific field trip communications procedures which will be discussed between students
and field trip organizers prior to the trip.
YES, I do  or NO, I do not  give permission to the Somerville Public Schools to take and use images of
my child’s participation in this field trip, for lawful purpose and in any form or medium (such as newspaper,
internet, District social media sites, etc.) to promote school events.
Please be aware of the following medical or other specific needs of my child:
____________________________________________________________________________________
____________________________________________________________________________________
I hereby release all employees and agents of the Somerville Public Schools from liability; and, assign harmless
and indemnify each of them for any claim, judgment, or expense related to any alleged damages.
I can be reached at the following telephone number during the hours of the field trip: (
________________________________________________________
Parent/guardian signature
) _______________
_______________________________
Date
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STUDENT MEDICAL/ MEDICATION INFORMATION
To be given to the Somerville Public Schools staff on the trip. Signature indicates your permission for the
School Nurse to share this information
Student Name: _________________________________ Date of Birth (DOB)____________________________
Address _______________________________________ Telephone # _________________________________
Parent/Guardian Name (print) __________________________________________________________________
Parent/Guardian Cell Phone # (
) _______________ Alternate Cell Phone # (
) ___________________
Emergency Contact:
Name: _______________________ Relation to Student: ______________ Cell Phone # (
) ___________
Health Information:
Does your child have any of the following conditions?
YES
NO
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Food/Bee Sting Allergy
Diabetes
Seizure Disorder/Epilepsy
Heart Condition
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Asthma (bring medication)
If you have any concerns regarding your child’s ability to participate, please notify the school nurse and
consult your primary care physician. Please use the space below to inform us of those needs.
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
Parent/Guardian Medical Permission for _________________________________________________
(Student’s Name)
I understand that parents/guardians will be contacted in case of serious sickness or accident. However, in the
event of an emergency situation that requires immediate medical attention I, the parent/guardian, hereby
give permission to the physician selected by the Director or the Trip Leader in charge to hospitalize, secure
proper treatment for and to order injection, anesthesia or surgery for my child as named above.
My child will NOT bring or carry over-the-counter, prescription or any other drugs on this field trip.
I give permission for the administration of all medication listed below. (Please provide information regarding
any daily medications your child may take while on this field trip.)
Medical Condition
Medication
Dosage
Time
Parent/Guardian Signature _____________________________________
Side Effects
Date ________________________
Please complete and sign this form even if your child is not on any medication. Simply indicate “None” on the chart
above. Then return this form to your child’s teacher.
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